Complex garden maintenance: a tender checklist

Define the areas before the budget

Mark lawns, beds, hedges, pathways and collection points on a site plan. Identify common property and any areas with different access or maintenance arrangements. Do not assume every garden visible from the road falls into one contract.

The Sectional Titles Schemes Management Act provides the framework for managing sections and common property. Responsibility and approval for a particular job depend on the scheme’s documents, rules and arrangements. Have the managing agent confirm them before inviting tenders.

Give every bidder the same scope

• Areas and quantities: lawn area, hedge lengths, beds and boundaries.
• Tasks: mowing, edging, weeding, plant-specific pruning and litter collection.
• Frequency: visit days, seasonal adjustments, holidays and weather delays.
• Resources: equipment, water access, storage and supervision.
• Waste: collection area, removal frequency and permitted materials.
• Exclusions: tree work, irrigation repairs, chemicals, new planting and private-unit work.
• Controls: attendance record, escalation contact and approval limit for extras.

Specify the outcome for each area rather than relying only on “a team for a day”. Record existing damage and the starting condition during a site walk.

Separate cleanup from ongoing maintenance

An overgrown site can require an initial clearance before a recurring schedule is possible. Price that work separately, including disposal, so the monthly comparison remains clear.

The garden maintenance price guide provides domestic visit estimates. A complex contract needs a site-specific quote; multiplying a domestic rate by the number of units ignores shared access, common spaces and different service levels.

Use the waste collection price guide with a defined load capacity, loading allowance and disposal scope. Check the disposal options before setting the waste allowance.

Review the contract monthly

Check the agreed areas against completed work, not just the attendance sheet. Keep a short record of missed tasks, repeat defects, waste removal and approved extras. Agree corrective action and a date, with photos where useful.

Review seasonal priorities using the Johannesburg garden calendar. The provider should adapt the task list to growth and weather while preserving the agreed service.

Before signing, confirm payment dates, notice terms, responsibility for damage and how rate changes are approved. Obtain evidence of insurance or qualifications where relevant to the actual work, rather than accepting a generic “fully certified” claim.